Supply Chain Manager

Job Title:

Supply Chain Manager

Department/ Program:

Operations

Work Location:

Ukhiya

Line Manager:

Direct Manager: Sr. Operations Manager

Matrix Manager: Sr. Supply Chain Coordinator

Grade:

7B

Program Brief

Founded in 1933, International Rescue Committee (IRC) is one of the world’s leading agencies working in post-conflict and development contexts, supporting communities in over 40 fragile, failed and developing states. In this capacity, we work to restore safety, dignity and hope to millions who are uprooted, struggling to endure and wishing to advance on a path of development.

IRC has been present in Bangladesh since 2017 and obtained registration with the NGOAB in March 2018. Since IRC obtained registration in March 2018, it has moved quickly to expand its integrated emergency health and protection response through both direct and partner-based programming focused on primary healthcare, women’s protection and empowerment, sexual and reproductive health, gender-based violence and child protection. Through 2018, the IRC’s response strategy will primarily target Rohingya refugees in Cox’s Bazar, while meeting the significant needs in both refugee and host populations, as already existing vulnerabilities are compounded with cyclical monsoon and cyclone seasons that impose additional threats to the lives and protection of those refugees as well as vulnerable host populations. IRC is growing its programming to cover education and livelihoods/DRR, as well as its geographic foot print in the host community and to other parts of the country.

Purpose of the Role

The Supply Chain Manager (SCM) is responsible for managing Procurement, warehouse and asset management and respective team in IRC office at Ukhiya.This includes the procurement of programme goods, services and works and supporting improvements in procurement functions, ensuring smttoh warehouse management and its distribution function as well as to ensure IRC’s assets are well managed and maintained with proper tracking.This SCM will be providing technical support and planning support to future initiatives to increase the in-country procurement and warehouse capacity . The position ensures that the Ukhiya office Supply Chain team effectively meets targets and reports on Supply Chain information to the Senior Supply Chain Coordinator on a monthly basis with direct supervision of Ukhiya office Sr. Operations Manager as his/her line manager.

Highlights of Key Responsibilities

Coordination and representation of Supply Chain function in field office

ØEnsure Strategic management and oversight of the supply chain for IRC field office in Ukhiya and Teknaf to ensure all required supplies and services are on time and to required quality.

ØMeeting the relevant supply chain communication requirements which includes management and dissemination of information relating to order and supply chain status and reporting and accountability requirements to, project, IRC and donors.

ØDevelop and maintain an efficient and transparent workflow process within the supply chain team in Ukhiya/ Teknaf as well as with other functions and roles in liaison with the Sr. Operations Manager and Sr. Supply Chain Coordinator.

ØWork in close cooperation with other team members, sharing information and updates on field office supply chain activities and actively engaged in Grants Review meeting.

ØProactively engage with key programme staffs in Ukhiya and Teknaf office to ensure effective and timely support.

Procurement

ØAccountable for the timely and transparent procurement of supplies and services, for program support and implementation, through effective direction of the procurement team in field office, while ensuring compliance with IRC, Local government and Donor’s procedures and regulations.

ØEnsures open, transparent, ethical and free competition for procurements is adhered too.

ØEnsures that market assessments are performed regularly, to inform sourcing strategy through understanding of the market (including items availability and costs, identifying eligible suppliers, etc.)

ØEnsures that vendors are registered, assessed, and prequalified (as required) following IRC due diligence process.

ØReview all PR in BVA system and do necessary communication with porogramme for any revise and changes in the PR for clear details/ specifications before accepting and allocation the PRs to concern procurement staffs.

ØRepresent in procurement Committee for any competitive procurement process and ensure supplier selection is done in a cost effective manner following Value for Money principles.

ØEnsures PO/ contracts are issued following proper contract management of MPA/MSA, or following IRC procurement SOPs and guideline.

ØKeep proper record of supplier performance and do review it with support from Sr. Supply Chain Coordinator.

ØEnsure the procurement process lead time, on time delivery and payment request submission to finance is done according to Operations Scorecard agreed target timeline.

ØEnsure proper achieving of procurement documents in IRC box folder and kept up to date.

ØEnsure good and transparent accountability system in place and raise red flags and concerns for any suspicious issues on reduction of the possibility for fraud.

Asset and warehouse management

ØOversees of the correct implementation of International Rescue Committee standard systems and procedures for management of warehouse, asset and distribution.

ØEnsures that Asset List is up to date and all assets and attractive items are properly recorded, assigned to a custodian, tracked and reported until the final disposal in line with requirements from IRC Asset management SOP and applicable donor regulations.

ØPlan and Conduct asset verification process regular basis and support the team during any audit trial.

ØEnsure and execute any asset/ stocks transfer/donate/ disposal process with consultation with Sr. Supply Chain Coordinator.

ØEnsures warehouse operations in Ukhiya and Teknaf have adequate staffing, equipment, furniture, supplies and required infrastructures improvements to maintain optimal storage conditions, safety and security.

ØDo maintain smooth flow of information of asset/stocks movement among programme, warehouse and supply chain in Ukhiya and Teknaf.

ØFollow up with respective programme team for any materials distribution plan and ensure adequate support from Supply Chain team.

Team management:

ØReflect the values of IRC with team members, local staff, beneficiaries, and external contacts.

ØWorks with Finance, Compliance, Programme team and identify gaps and implement necessary corrective measures and risks mitigation. Implements corrective measures in coordination with Sr. Supply Chain Coordinator

ØManager Supply Chain team based on Ukhiya, having direct line management of Sr. Supply Chain officer and Warehouse supervisor and as over view manager of other Supply Chain assistants based in Ukhiya office.

ØProvide adequate capacity building support to staffs and guide them to ensure they achieve their set goals and performance indicators in a timely manner.

ØLead supply Chain team in Ukhiya and Teknaf following IRC’s people management standards.

ØEnsure frequent and smooth communication with line manager and Sr. Supply Chain coordinator on any technical guidance and support and cascade down any instructions as necessary.

Reporting:

ØPrepare monthly reports on CO2 footprints, PRTS, Asset and inventory and share the report to Sr. Supply Chain Coordinator.

ØHighlight any performance indicator need additional attention of CMT and its possible improvement process with consultation with field team and Sr. Supply Chain Coordinator.

ØPrepare any documentations or response related to audit query and share the findings to line manager and Sr. Supply Chain Coordinator.

ØProvide support to programme team and Operations team on preparation of procurement plan with the data received from market assessment and IRC BVA database.

ØDo periodical review on supplier performance and report to Sr. Supply Chain Coordinator for further decision and process.

Others:

ØImprove better coordination with different programme team and provide better clients service to others being diplomatic and professional on resolving conflicts.

ØDo follow ups and ensure consistency on performance improvement of field office supply chain functions as well as own deliverables.

ØEnsure diversity and gender sensitivity in Supply chain activities as per IRC’s strategic plan.

ØConduct duties in accordance with the IRC Supply Chain SOPs and Code of Conduct.

ØPerform any other duties and tasks assigned by Line manager/matrix manager required for IRC.

Deliverables

-% PRs processed on time;

-Procurement and warehouse management team in field office is adequately staffed and that staff capacity building is completed on an ongoing basis;

-All common and repeated order supply and services have a MPA/MSA in place (list of mandatory MPA to be shared with Sr.SCC);

-Contract procurement filechecklist is used for all procurement files;

-For each procurement conducted, supplier database and forms and updated and filed;

-All approvals on SC documents are as per IRC procedures;

-Participation in weekly operations meetings;

-20% stock count is conducted bi-monthly.

-All procurement trackers for procurement are updated;

-All Minimum Operating Procedures from IRC Supply chain procedures are adhered to.